Unit 3 “Assembling the Task Order Package”

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 2 Unit 3 – “Assembling the Task Order Package” Overview Unit 3.1: Task Order Review Checklist Unit 3.2 : Work Plan Review Checklist Unit 3.3 : TEC Factors Unit 3.4 : Task Order Quality Assurance Review Form Unit 3.5 : Surveillance Plan Unit 3.6 : CBI Form Unit 3.7 : COR Certification Unit 3.8 : SOW Unit 3.9 : IGCE This unit contains information on the nine elements which constitute a complete Task Order Package following :

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 3 Unit 3 - “Assembling the Task Order Package” Roles and Responsibilities Unit 3.1: Task Order Review Checklist TOM / PO Unit 3.2 : Work Plan Review Checklist TOM / PO / CO Unit 3.3: TEC Factors TOM / PO Unit 3.4 : Quality Assurance Review Form TOM / QA OFFICER / PO Unit 3.5 : Surveillance Plan TOM / PO Unit 3.6 : CBI Form TOM / PO Unit 3.7 : COR Certification TOM / TOM’S Duly Authorized Supervisor Unit 3.8 : SOW TOM / PO / CO Unit 3.9 : IGCE TOM

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 4 Unit 3.1 Task Order Review Checklist

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 5 The Task Order Review Checklist contains several questions which must be answered by the TOM. Most of the questions on the checklist require a simple “Yes or No” response.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 6 A copy of the Checklist can be easily downloaded from the NWPP Contract webpage. Leave blank the number of the contract (#1) and Task Order (#2). Enter the name of the TOM in #3. Enter the name of the project in #4. If you are unsure about the kind of Task Order, leave section #6 blank. The CO will contact you to discuss this after the CO has reviewed the TO Package and the SOW.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 7 Answer all other questions. Be sure to fill in #10, which will specify the section of the NWPP contract SOW that applies to the work to be performed in this task order.* If #14 is “yes”, then the approval of the TOM’s Senior Information Resource Management Officer (SIRMO) must be attached to the Task Order Package. * To answer #10, you can refer to a copy of the overall contract SOW at the NWPP Webpage

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 8 Once the Task Order Review Checklist is complete, the TOM will sign and date the document. This document will be forwarded to the Project Officer (PO) for signature as part of the Final Task Order Package.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 9 Remember: The section of the NWPP SOW that pertains to the Task Order must be entered by the TOM in item 10. SIRMO approval must be sought by the TOM if necessary for the scope of requested services in the Task Order. Reponses to the QA / QC questions must be consistent with the responses on the QA / QC form. Key Points

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 10 Unit 3.2 Work Plan Review Checklist

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 11 The Work Plan Review Checklist describes the team who will review the proposals once they are received from the Contractors. The Work Plan Review Checklist also specifies the approach that will be used in evaluating the Contractors’ proposals such as: 1.Cost is more important than Technical Quality 2.Technical Quality is more important than Cost 3.Cost and Technical Quality are equally important Please be aware that as the TOM for a Task Order you are still required to list yourself as a reviewer if you intend to review the Contractors’ proposals.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 12 A copy of the Checklist can be easily downloaded from the NWPP Contract webpage. Leave blank the number of the contract (#1) and the Task Order (#2). Enter the name of the TOM in #3. Enter the name of the project in #4. Enter the names of the members of the review panel in #5. Place a check ( ) next to the type of Task Order Review criteria in Item 6. There should be a check ( ) next to only one (1) set of criteria.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 13 Once the Task Order Review Checklist is complete, the TOM will sign and date the document. This document will be forwarded to the Project Officer (PO) for signature as part of the Final Task Order Package.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 14 In most cases the TOM should be listed as a member of the Work Plan Review Panel. At least one other person must be included on the Review Panel for a minimum of two panel members. If the TOM is not listed on the review panel, then the TOM’s review of the Contractors’ proposals will not be considered in the final selection of a successful bidder. Don’t forget: the category of Task Order Review Criteria checked ( ) in Item 6 on this form must match the TEC review criteria sheet. (See Unit 3.3) Key Points

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 15 Unit 3.3 TEC Factors

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 16 The Technical Evaluation Criteria (TEC) are the factors which will be used by the Work Plan Review Panel to review and evaluate the bids which are received from the Contractors in response to the solicitation.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 17 You can download sample sets of TEC Factors from the NWPP webpage. The sample TEC Factors are available for the following general topics including: oTMDL Preparation oTraining / Outreach oWritten Guidance Document Preparation oWorkgroup Support

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 18 Also on the NWPP webpage, you can see specific TEC sheets which were used in previously awarded Task Orders.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 19 Typically, from 3-5 factors are developed by the Work Plan Review Panel to use in the evaluation of contractor’s proposals. The combined total of all factors must equal 100 points. Each of the examples of TEC guidance presented at the NWPP web page suggest a “Work Plan” factor in Item #1. If the TOM wishes to have a Work Plan from the contractor, the requirement for a work plan must either be included as a TEC factor, or included as the first task in the SOW on which the contractors will submit a bid price. The NWPP Multiple- Award contracts do not allow for any other mechanism to obtain a Work Plan from the vendors. Key Points

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 20 Once the TOM completes the TEC Factor sheet, this document will be forwarded to the Project Officer (PO) for acceptance as part of the Final Task Order Package.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 21 Unit 3.4 Task Order Quality Assurance Review Form

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 22 What do I need to know? (1) As part of OAM’s initial solicitation for the Multiple Award Watershed Protection Program Contract Vehicle, each company submitting proposals was required to submit a Quality Management Plan (QMP). The QMP is a generic plan on how the company, when eventually selected as a contractor, would ensure that "quality" is managed. These QMP’s were approved by EPA as part of the review of proposals.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 23 The QMP’s for the four successful bidders are posted at the NWPP Contract Webpage. waters/nwpp/qa.html

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 24 All work performed or funded by EPA that involves the acquisition or analysis of environmental data must have an approved Quality Assurance Project Plan. In preparing a Task Order Package, the TOM must consult w/ the TOM’s QA/QC officer to ensure the Task Order Quality Assurance Review Form is completed satisfactorily for the scope of requested services in the SOW. What do I need to know? (2)

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 25 For some types of Task Orders, the QA procedures outlined in the QMP may be adequate to ensure implementation of EPA’s QA policies. This will depend, in a case-by-case situation, on the QA Officer’s review of the items of work in the SOW which has been prepared by the TOM. For other types of Task Orders, the implementation of EPA’s QA policies will require the preparation of a QAPP for the Task Order. What do I need to know? (3)

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 26 Whether or not a QAPP is required will depend on the consultation of the TOM with the TOM’s QA Officer while the items of work are being assembled in the Scope of Work. The results of this consultation will be reflected in the Quality Assurance Review Form, signed by the TOM and the TOM’s QA Officer. What do I need to know? (4)

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 27 The TOM enters the title of the proposed project and answers the first question. If the answer to the first question is “no”, the TOM proceeds to the end of the QA Review Form. If the answer to the first question is “Yes”, the TOM proceeds to answer the remaining questions in consultation with the TOM’s QA Officer Quality Assurance Review Form (1)

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 28 Once the form prepared, the following are added: –TOM signature & date –QA/QC Officer’s signature and date This document is then forwarded to the Project Officer (PO) for signature as part of the Final Task Order Package. QA Review Form (2)

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 29 Key Points The QA Review Form is an essential element of the final Task Order Package. The Contracting Officer must ensure a copy of the QA Review Form with all dated signatures is present in the Task Order File-of-Record before the Contracting Officer will place the package out for bid in a solicitation. The TOM should also keep a signed copy of the QA Form in the TOM’s File-of-Record.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 30 Quality Assurance Review Form FAQ Q: Once the Task Order is awarded, who is responsible for ensuring implementation of the QA requirements and completion of any QAPP’s that are identified on the Quality Assurance Review Form? A: QA is viewed as a program office issue, not a contracting issue. The CO’s role in the process is to ensure that the Task Order packages have QA review forms signed by the QA Officer prior to the Task Order packages being sent to the vendors for a bid. Ultimately, it is the responsibility of the TOM and the TOM’s QA Officer to assure the requirements on the QA review form are fulfilled during the Contractor’s performance of the Task Order.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 31 Unit 3.5 Surveillance Plan

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 32 As discussed in Unit 1, a particular feature of the NWPP Multiple-Award Contract is that it is a Performance- Based vehicle. Accordingly, a requirement for Performance-Based vehicles is that each Task Order contain a Surveillance Plan. A surveillance plans details measurable standards by which the government will evaluate the Contractor’s performance. As a TOM, it is your responsibility to ensure that clear and measurable objectives are communicated in the Surveillance Plan. Typically this includes the quality, quantity, timeliness, etc. of the outputs.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 33 You can find templates for Surveillance Plans at the NWPP Intranet page. You can also find examples of Surveillance Plans for Task Orders already awarded.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 34 Here is a sample Surveillance Plan. There must be a STRONG LINKAGE between the Performance Objectives (Column 1) and the Tasks in the SOW. The Performance Standard (Column 2) is the measure that the TOM will apply to the Contractor’s performance of each task. Points to Remember:

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 35 The Surveillance Plan (Column 3): describes how the TOM will document the Contractor’s performance. “Contractor Incentive” (Column 4) customarily reads “TOM will address compliance in the Past Performance Review.” (See Unit 10) As each task is completed the TOM will use Column 5 to certify the Contractor’s performance as satisfactory or unsatisfactory. Here is a sample Surveillance Plan.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 36 In order for a Surveillance Plan to be effective, there must be a strong linkage between the SURV Plan and the “Schedule of Benchmarks & Deliverables” in the SOW. This will be discussed in Unit 3.8. The Surveillance Plan is one of three documents (along with the TEC sheet and the SOW) which the Contractors will consider in preparation of their bid. Key Points

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 37 It is important to note: The completed Surveillance Plan will become part of the File-of-Record maintained by the TOM and CO at the end of the Task Order. Key Points

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 38 Unit 3.6 CBI Form

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 39 The CBI Review form is completed by the Task Order Manager. For more information on CBI please see the Contracts Management Manual. This document will be forwarded to the Project Officer (PO) for acceptance as part of the Final Task Order Package.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 40 Unit 3.7 COR Certification

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 41 COR Form A Contracting Officer’s Representative (COR) Form is required from the TOM. This form certifies that the TOM’s COR certification is up-to-date. If you are not COR certified, or if you think your COR certification may have expired, refer to Unit 2 for instructions on securing an active certification.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 42 All Task Order Managers are urged to appoint an Associate TOM to each Task Order. In the event that you are unavailable to manage your Task Order, the Associate TOM can supervise the work and approve the invoice payments. The Associate TOM must also furnish a COR form, showing active certification as a Contracting Officer’s Representative.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 43 Unit 3.8 SOW

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 44 Statement of Work The Statement of Work (SOW) in an integral component of a Task Order package. The SOW describes the tasks to be performed as well as the schedule of when the tasks are to be completed. TOM’s should use extreme care when composing the SOW. The SOW managed by the Task Order Manager and Contracting Officer as a binding document between the Contractor and the EPA; any changes or revisions to the SOW are subject to the agreement of both parties and must proceed through a formal amendment process (see Unit 8).

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 45 Consistent with Performance-Based contracting, the SOW should be written in a “results-oriented” fashion. This means that the SOW should clearly and thoroughly describe the desired output /deliverable of each task. However, the SOW is not intended to be a set of instructions for the Contractor. Rather, Performance- Based Contracting gives the Contractor the flexibility to develop the most efficient means of achieving the objectives of the project. This simple truth underscores the relationship between the SOW and the Surveillance Plan (SURV), for it is the SURV which documents the Contractor’s success in achieving the project’s objectives.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 46 On the NWPP webpage you can find sample SOW’s for many of the commonly requested tasks (i.e. holding a conference/workshop, developing a model).

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 47 Also on the NWPP webpage, you can see specific Scopes of Work which were used in previously awarded Task Orders.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 48 Finally, the NWPP webpage offers a SOW Fact Sheet to assist you in the development of your own SOW.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 49 Unit 3.9 IGCE

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 50 The Independent Government Cost Estimate (IGCE) is the government’s estimate of the cost to complete the tasks described in the Statement of Work. The IGCE should account for technical staff labor categories, hours, and rates; direct material and supplies; subcontracting; consultant services; travel; indirect rates; and profit and fee. The primary purpose of an IGCE is as a benchmark in evaluating Contractors’ cost proposals*.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 51 IGCE templates are available on the NWPP Contract Webpage in Excel and Lotus format. Each template is specific to a single calendar year and has the hourly rates approximated for the various labor categories. When developing an IGCE you must apportion the costs among the calendar years in which the costs are expected to be incurred.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 52 To fill out the IGCE template simply enter the estimated number of hours for each labor category. The total cost will be automatically calculated based on the labor rates.

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 53 Unit 3 “Next Steps” Task Order Review Checklist Work Plan Review Checklist TEC Factors Task Order Quality Assurance Review Form Surveillance Plan CBI Form COR Certification SOW IGCE A complete Task Order Package consists of:

NWPP Multiple-Award Technical Support Contract Training (eff. 08/2005) Unit 3 54 Unit 3 “Next Steps” After the TOM has assembled a complete Task Order package, it is sent to the Project Officer for review and then on to the Contracting Officer. These steps are discussed in Unit 4. Unlike other EPA Contract Vehicles, the Procurement Request is not submitted at the time the Task Order package is submitted. The Procurement Request will be requested after the bid process for the amount of the selected bid.